Association Manager

Description Job Overview:As an Association Manager, you'll be responsible for handling all aspects of managing associations in portfolio including contract management, communications with boards of directors and members of the associations, preparation for and follow-through from board meetings, financial statement review, collaboration with co-workers on various issues, and if applicable, management of on-site employees. This role would be hybrid with a two day in-office requirement at our Bloomington, MN office (after completing training your in office schedule will be evaluated and adjusted accordingly).Your Responsibilities:The job duties listed are typical examples of the work performed by positions in this job classification. Not all duties assigned to every position are included, nor is it expected that all positions will be assigned every duty.MaintenanceManage oversight of all necessary maintenance for common elements of an AssociationDevelop calendar for all required maintenance and schedule preventive maintenanceEstablish scope of work for projects and oversee maintenance contractsManage ongoing and routine maintenance projectsManage capital replacement projects with involvement of third-party consultants as neededVisit the property at least one time per week to review services and projects; document conditions requiring attentionReport to Board of Directors on maintenance issues at the propertyMaintain vendor contacts and communicationsContract ManagementManage all contracts in portfolio of associationsCollaborate with contract administrator on aggregate contract managementWork with Board to identify preferences and opportunities for improvements on contract services and implementation of agreed upon servicesCommunicationsDevelop communications and disseminate information to all Association members about matters of importance in their communityWrite and transmit individual owner correspondence regarding violations of policies or other matters affecting an individual unit owner and copy Board members on such lettersCommunicate with the Association’s Board of Directors in a timely manner about significant issues that require Board knowledge or actionRespond to all emails and phone calls within 24 hoursFinancial ManagementReview and approve monthly financial reports in a timely fashion (within 48 hours of statement production)Understand monthly profit and loss statements; explain financials to Board of Directors and all members of the AssociationReview and approve all weekly client association disbursementsMonitor collections efforts by Collections Department and understand well enough to explain basic status and elements of process to the BoardAssure contract for audit/tax preparation is executed and transmitted to FirstService Residential Controller 30 days prior to end of Association fiscal yearDevelop annual client association budgets and transmit to client Boards for review and approvalManage Board of Directors budget review and approval processMonitor and facilitate updates to Replacement Reserve Schedule/Capital Expenditure planPersonnel ManagementResponsible for all on-site personnel employed by FirstService Residential at a client Association with the exception of desk attendants who are a shared responsibility with the On-Site Staff Recruiter/SupervisorCreate and maintain job descriptions using standard template; submit draft for review and approval from Human Resources ManagerCollaborate with senior manager and oversee the hiring of qualified employeesCoordinate the hiring of any employee with the Human Resources ManagerTrain or oversee the training of on-site employeesOversee employees obtaining certifications required for successful performance of their dutiesReview employee performance annually with on-site Office Manager and make salary adjustments with input from senior management as appropriate; present salary adjustments to Board for approvalDocument any substandard employee performance issues promptly and bring to attention of Human Resources Manager; seek counsel from Human Resources Manager as neededOversee immediate reporting of all workplace injuries which must be submitted to insurance carrier within 24 hours of incidentMeet with on-site personnel on a regular, prescheduled basis to understand employee issues and respond accordingly; escalate complex issues to Human Resources ManagerOversee employee compliance with FirstService Employee HandbookClient Association GovernanceProvide required notice of Board meetings, annual meetings, and special meetingsOversee fulfillment of all other obligations provided by the governing documents of the Association and the Minnesota Common Interest Ownership Act (MCIOA)Leadership to Board and AssociationIdentify issues of concern within the association communityAssist the Board in establishing and implementing goals for the associationProvide or procure advice or resources to Board on issues of interest and/or concern to the membership and the BoardAssociation – Management RelationsReview any matters requiring assistance with Senior ManagerUpdate Senior Supervising Manager monthly on overall status of account, including review of account issues and questions on range of issuesPromptly inform management, including transmittal of all relevant facts, regarding any significant disputes within the Association or between the Association and management or between the Association and a vendor serving the AssociationInformation ManagementProvide administrative personnel with updates on changes in Board members, officers, or Board member contact information, changes in contractor emergency contact information for the Association; inform Human Resources of changes in personnel contact informationProvide updated financial and non-financial information that is or may be material to disclosures to FirstService Residential Disclosure AdministratorFill out insurance information forms promptly and provide to FirstService Residential Insurance Coordinator to obtain timely insurance quotesReview, execute, and update disclosures for unit sales prepared by FirstService Residential Disclosure AdministratorWork with administrative personnel to keep client website updated and ensure homeowners are informed about significant matters within the AssociationOn-Call Rotation/SupportResponsible for fielding emergency calls as part of our on-call rotation, approximately two times per year, for 3-4 days consecutive days.Coordinate and dispatch the appropriate vendor to respond to the issue.AttendanceMust maintain regular and punctual attendance to required shifts, meetings, trainings and related employment engagements to support position responsibilities and duties. Any alterations to required schedule must be reviewed and approved, in advance by your supervisor. Skills & Qualifications:Client services, account management, and/or property management experienceHigh school diploma or GED required, Associate’s or Bachelor’s degree in business field or property management preferredPractical familiarity with personnel managementBasic proficiency in MS PowerPointMinimum 4 years of transferable work experienceBasic proficiency in MS Excel and WordAbility to read financial statementsAbility to build and maintain positive working relationshipsStrong communication skills, written and verbalWell-developed interpersonal aptitudeExcellent organizational abilitiesEffective problem-solverCollaborative attitude What We Offer:As a full-time exempt associate, you will be eligible for full comprehensive benefits to include your choice of multiple medical plans, dental, vision, EAP services, Life Insurance, and Long-Term Disability coverage. In addition, you will be eligible for vacation and sick time off benefits, 10 paid holidays, and a 401k with company match. Compensation: $75,000 - $82,000 annually Disclaimer:The above information on this description has been designed to indicate the general nature and level of work performed by employees within this classification. It is not designed to contain or be interpreted as a comprehensive inventory of all duties, responsibilities, and qualifications required of employees assigned to this job. This is not an all-inclusive job description; therefore, management has the right to assign or reassign schedules, duties, and responsibilities to this job at any time.#LI-MM1Automated Employment Decision Tool (AEDT) Usage: We may utilize an Automated Employment Decision Tool (AEDT) in connection with the assessment or evaluation of candidates. The AEDT is designed to assist in objectively evaluating candidate qualifications based on specific job-related characteristics. Job Qualifications and Characteristics Assessed: The AEDT evaluates candidates based on job qualifications and characteristics pertinent to the role, including skills, experience, and competencies relevant to the position requirements. These qualifications are determined by the unique needs of each role within our company. Alternative Selection Process or Reasonable Accommodations: Candidates who require an alternative selection process or a “reasonable accommodation,” as defined under applicable disability laws, may make a request through our designated contact channel View email address on click.appcast.io. Requesting Information About the AEDT - NYC Local Law 144: Candidates who reside in New York City and are subject to NYC Local Law 144 may request information about the AEDT, including details on the type of data collected, the sources of such data, and our data retention policies. To submit a request, please contact us at View email address on click.appcast.io; we will respond in accordance with Local Law 144, within 30 days.